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THE AIDS SUPPORT ORGANISATION -UGANDA
GUIDELINES FOR REQUEST FOR PROPOSALS TO BE A SUB-
RECIPIENT (SR) OF THE AIDS SUPPORT ORGANISATION FOR
GLOBAL FUND GRANTS IN 2018-20
TASO/TGF/003/2018
May, 2018
ii
TABLE OF CONTENTS
ABBREVIATIONS AND ACRONYMS .................................................................................. iii
OPERATIONAL DEFINITIONS .............................................................................................. iv
INTRODUCTION AND BACKGROUND ................................................................................. 1
THE AIDS SUPPORT ORGANIZATION (PR2) ................................................................................................................ 1
SUB- RECIPIENTS FOR GRANT PERIOD 2018 - 2020 ................................................................................................... 2
TABLE FOR SR APPLICATION REVIEW PROCESS...................................................................................................... 3
OBTAINING RFP BIDS ...................................................................................................................................................... 4
GENERAL INSTRUCTIONS ..................................................................................................... 5
SUBMISSION AND OPENING OF PROPOSALS ............................................................................................................. 7
Submission of Proposals and late Proposals ......................................................................................................................... 7
Opening Proposals ................................................................................................................................................................ 7
Withdrawal, Substitution and Modification of Proposals ..................................................................................................... 7
CONFIDENTIALITY .......................................................................................................................................................... 8
CONSORTIUM .................................................................................................................................................................... 8
APPLICANT’S PRE-BID MEETING .................................................................................................................................. 9
CLARIFICATION OF PROPOSALS ................................................................................................................................ 10
AMENDMENT OF PROPOSALS ..................................................................................................................................... 10
PREPARATION OF PROPOSALS .......................................................................................... 10
APPLICATION WRITING FORMAT ............................................................................................................................... 10
FORMAT OF THE APPLICATION .................................................................................................................................. 11
FACE SUBMISSION SHEET ............................................................................................................................................ 11
EXECUTIVE SUMMARY ................................................................................................................................................ 11
TECHNICAL APPLICATION, FORMAT AND CONTENT ........................................................................................... 11
MONITORING AND EVALUATION .............................................................................................................................. 13
SUSTAINABILITY............................................................................................................................................................ 13
MANAGEMENT STRUCTURE AND KEY PERSONNEL ............................................................................................. 13
FINANCIAL APPLICATION ............................................................................................................................................ 14
EVALUATION OF PROPOSALS ............................................................................................ 16
PRELIMINARY EXAMINATION OF PROPOSALS ....................................................................................................... 16
TECHNICAL EVALUATION OF PROPOSALS .............................................................................................................. 18
FINANCIAL EVALUATION OF PROPOSALS ............................................................................................................... 18
PHYSICAL INSPECTION/DUE DILIGENCE ................................................................................................................. 21
NON CONFORMITIES, REPARABLE ERRORS AND OMISSION .............................................................................. 21
CLARIFICATION OF PROPOSALS ................................................................................................................................ 21
AWARD OF CONTRACT ................................................................................................................................................. 22
APPENDICES............................................................................................................................ 23
APPENDIX I: SUBMISSSION FACE SHEET. ................................................................................................................. 23
APPENDIX II: TECHNICAL EVALUATION CRITERIA AND SUB-CRITERIA ......................................................... 26
APPENDIX III: DETAILED SCOPE OF THE TB/HIV (UGA-M-TASO) GRANT….…………. ................................... 30
APPENDIX IV: ACTIVITIES TO BE IMPLEMENTED .................................................................................................. 37
APPENDIX V: BUDGET TEMPLATE ............................................................................................................................. 37
iii
ABBREVIATIONS AND ACRONYMS
ACT
AIDS
ANC
Artemisinin-based Combination Therapy
Acquired Immune Deficiency Syndrome
Antenatal Clinic
BCC Behavior Change Communication
CBO Community Based Organization
CD Compact Disk
CoI Conflict of Interest
CV Curriculum Vitae
DHIS2 District Health Information System
DHMT District Health Management Teams
EPI Expanded Program for Immunization
GF Global Fund
HIV
HMIS
Human Immunodeficiency Virus
Health Management Information System
IEC Information, Education and Communication
ICCM Integrated Community Case Management
IMM Integrated Malaria Management
IRS
LLIN
Insecticide Residual Spraying
Long Lasting Insecticidal Nets
MoH
NMCP
Ministry of Health
National Malaria Control Programme
PR Principal Recipient
RDT
RFP
Rapid Diagnostic Test
Request For Proposal
SBCC Social Behavior Change Communication
SR Sub Recipient
SSR Sub-Sub Recipient
TASO The AIDS Support Organization
TB
UCCM
Tuberculosis
Uganda Country Coordinating Mechanism
VHT Village Health Team
SRH Sexual Reproductive Health
SSR Sub-Sub Recipient
TASO The AIDS Support Organisation
TB Tuberculosis
UCCM Uganda Country Coordinating Mechanism
URSB Uganda Registration Service Bureau
iv
OPERATIONAL DEFINITIONS
a) Activity - Refers to the entire scope of tasks and deliverables requested by TASO under the
RFP.
b) Applicant- refers to a Civil Society Organisation (CSO) that may submit, or has submitted,
an application for the provision of services requested for by TASO through this RFP.
c) Certified copy: Refers to a photocopy of an original document with an original stamp and
signature of the authorizing officer
d) Civil Society Organizations: Refer to indigenous membership organizations that are
nonprofit making and with focus on promoting livelihoods of the citizens or vulnerable
people in the country.
e) Cluster: Represents a group of Districts within which designated activities shall be
implemented
f) Consortium: An association of two or more CSOs with the objective of responding to this
RFP.
g) Contract-is the agreement that will be signed between TASO and the successful applicant
h) Country-refers to Uganda, the geographical area of implementation.
i) Direct Program costs: Refers to an expense that can be traced directly to or identified with
a specific activity or program for example cost incurred to implement a training activity
j) District – refers to local government sub-national administrative boundaries
k) Indirect/Administrative costs: Refers to an expense that cannot be traced directly to or
identified with a specific activity or program. They include personnel, office running costs,
office space/rent, utilities among others.
l) Grant – Are funds given to an eligible recipient to implement specified activities for
targeted populations
m) Instructions to applicants- refers to the complete set of guidance that provides Applicants
with all information needed and procedures to be followed in the course of preparing and
submitting their Proposals
n) Material Deviation-refers to any contents or characteristics of the Proposals that are
significantly different from an essential aspect or requirement of the RFP, and:
i. Adversely impacts the fairness and principles of the procurement process, such as those
that compromise the competitive position of other applicants. ii. Limits the rights of TASO
and/or the obligations of the applicant; and
iii. Substantially alters the scope and quality of the requirements;
o) Principal Recipient: Is the entity legally responsible for the grant proceeds and
implementation results in a recipient Country.
p) Proposals-refers to the applicant’s response to the Request for Proposals, including the
Proposals submission face sheet, Technical and Financial Proposals and all other
documentation attached thereto as required by the RFP.
q) Reasonable costs- Costs that are reasonable are defined as those costs that are consistent
with prudent business practice and comparable to current market value.
v
r) RFP-refers to the Request For Proposals consisting of instructions and references prepared
by TASO for purposes of selecting the best service provider to perform the services
described in this solicitation document.
s) Shared costs: Can be defined as expenses that can be allocated to two or more funding
sources (more than 2 donors)
t) Sub-Recipient (SR) – a legal entity to which a sub-award is made and which is accountable
to the Principle recipients for the use of the funds provided.
u) Sub-Sub Recipient (SSR) – are SRs of the SR. TASO and the SRs are legally accountable
any project implementation by the SSRs as it is for the SRs within Global Fund grants
within which it is a PR.
v) Supplemental Information to the RFP- refers to a written communication issued by TASO
to prospective applicants containing clarifications, responses to queries received from
prospective Applicants, or changes to be made in the RFP, at any time after the release of
the RFP but before the deadline for the submission of Proposals.
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The AIDS Support Organisation (TASO) RFP
INTRODUCTION AND BACKGROUND
The Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria has supported Uganda’s fight
against the HIV, Tuberculosis and Malaria epidemics since 2002. The Global Fund grants
support priority areas in the National Strategic Plans for HIV, Tuberculosis and Malaria and
also National priorities of building resilient Health and community systems for delivery of
quality services.
Currently, the broad areas supported by the Global Fund to control Malaria include:
i. Vector Control which involves: (i) Universal coverage of Long Lasting Insecticide Nets
(LLINs) through mass campaign and routine distribution of LLINs at Antenatal Clinics
(ANCs) and Expanded Programme for Immunization (EPI) clinics; and (ii) Insecticide
Residual Spraying (IRS);
ii. Malaria diagnosis and case management including Integrated Community Case Management
of Malaria (iCCM);
iii. Malaria case management commodities – ACTs, RDTs and Artesunate for public and private
sectors;
iv. Malaria case management surveillance;
v. Scale up Behavior Change Communication (BCC) and Information, Education and
Communication (IEC) for increased uptake of malaria control interventions;
vi. Capacity building of private sector to improve malaria diagnosis and case and reporting
through the National system (DHIS2)
vii. Conducting Researches to inform programming
The next funding for 2018-2020 by the Global Fund has four components that shall be
implemented through two Principal Recipients (PRs), namely, Ministry of Finance, Planning
& Economic Development – MoFPED (the public sector PR) and The AIDS Support
Organization – TASO (the non-public sector PR). The Components are; HIV/AIDS, TB,
HIV/TB (Combined) and Malaria.
THE AIDS SUPPORT ORGANIZATION (PR2)
The AIDS Support Organization (TASO) is an indigenous HIV and AIDS service initiative,
registered in Uganda as a non-governmental organization in 1987. It is a pioneer non-public
actor in the HIV and AIDS response in Uganda and sub-Saharan Africa and currently has 11
centers of service delivery across the country and a number of other projects. TASO was first
selected as a Sub Recipient to Ministry of Health in 2010 and continued to serve until 2012
when she was selected by Uganda Country Coordinating Mechanism (UCCM) to become the
2nd Principal Recipient (PR) of the Global Fund for the period 2018 to 2020. TASO will
continue to realize the Global Fund’s principles of accountability, performance-based funding
and decision making.
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The AIDS Support Organisation (TASO) RFP
SUB- RECIPIENTS FOR GRANT PERIOD 2018 - 2020
In this context, TASO Uganda is seeking for 3 (three) Civil Society Organizations (CSOs) to
be Sub-Recipients (SRs) for the next Global Fund Malaria grant that commenced in January
2018. The core function of a Sub-Recipient is to lead the implementation of activities
supported by Global Fund. The scope of work of a Sub Recipient includes coordination and
implementation of program activities, managing sub-grantees (Sub-Sub-Recipients),
managing and being accountable for grant funds, and reporting on the grants’ programmatic
and financial results during implementation. The SR reports to TASO directly on periodic
performance of grants. TASO is responsible for overseeing the performance of grant
implementation by the SRs in conjunction with the District local Government where activities
are implemented. The SR is required to coordinate in such a way that the district and the
communities lead the implementation process so that there is ownership and sustainability.
As part of TASO’s commitment to strengthen the role of SRs and the private sector in the
processes of Implementation, TASO mandates the SRs to work closely with the district
local government and Community based Organizations (CBOs) to reach out to the
beneficiaries. The SRs are allocated particular districts in which they implement activities as
specified hereinafter referred to as clusters.
The SR has formal legal obligations towards the PR with regards to accountability of grant
funds and implementation of the program/activities which are set out in the Sub Grant
Agreement. While the SR may contract Sub-Sub Recipients (SSRs) and other CBOs to
implement certain programme activities and to reach populations or groups which the SR
may not reach effectively, the SR remains responsible for the performance of Sub-sub
recipients and CBOs including their actions or omissions as if they were its own. While the
PR is responsible for selecting SRs it will also participate in assessment of SSRs and CBOs
that the SR nominates to work with. The PR has a right to reject any SSR or CBO that does
not meet the recommended criteria.
TASO therefore Requests for Proposals (RFP) from suitable indigenous Civil Society
Organization(s) that are interested in being Sub Recipients. This RFP is open to all CSOs
that meet the selection criteria for SRs. The principles and requirements are all laid out in this
document. Prospective applicants must familiarize themselves with the guidelines and
requirements for further guidance as they prepare their Proposals. Proposals for this grant are
under Grant Names and number UGA-M-TASO – 1448 (Malaria).
Please Note: Profit making Organizations are NOT eligible to participate in this request
for proposals.
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The AIDS Support Organisation (TASO) RFP
An Applicant may apply for more than one grant but can only apply for one cluster in
each grant; Any applicant that applies for more than one cluster in a grant, will be
disqualified.
TASO Strongly advises intending applicants to read and understand the guidelines
before making a decision to apply.
Please read the guidelines below for submission of proposals and comply accordingly
Applicants must submit bound Proposals by hand. Applicants should submit one (1) envelope
addressed to “The Executive Director TASO” containing 2 envelopes one of which contains
6 Technical Proposals (labelled ‘Technical Proposals’) with 1 soft copy on CD and the second
envelope containing 6 financial Proposals (labelled ‘Financial Proposals’) with 1 soft copy on
CD. One of the 6 submitted copies of the Proposal must be the original and duly marked
original Proposal and the rest marked copy as appropriate.
Please note: Any Technical proposal that bears financial information or Technical and
Financial Proposals inserted in the same envelope shall be disqualified.
The main envelope MUST clearly indicate the name of the organization applying, Name of
the Grant and the Cluster being applied for. Proposals should be delivered to TASO
Headquarters, Level II Reception, not later that the date published in the Newspapers.
No application will be received after 12:00 noon on that date.
The Proposals will not be opened before the time and date for commencement of the
evaluation. In instances of improper sealing and labeling, TASO shall NOT be liable for
misplaced documents or poorly sealed envelopes.
Applicants must submit their Proposals in the manner specified in the RFP. When the
Proposals are expected to be in transit for more than 24 hours, the applicant must ensure that
sufficient lead time has been provided in order to comply with TASO’s deadline for
submission. TASO shall indicate for its record that the official date and time of receiving the
Proposals is the actual date and time when the said Proposals have physically arrived and been
received by the person designated by TASO. The applicant or its representative must sign in
the submission book at the time of submission.
TABLE FOR SR APPLICATION REVIEW PROCESS
No. Activity Indicative timelines
1. Advert for Request For Proposal 17th May 2018
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The AIDS Support Organisation (TASO) RFP
2. Pre-bid meeting 31st May 2018, 10:00am –midday
at TASO Training Centre
Kanyanya.
3. Deadline for seeking any additional clarifications
about the RFP. Clarifications should be sent to
email: [email protected]
7th June 2018
4. Deadline for submitting application
Note: Proposals received after the deadline will
not be accepted.
18th June 2018, 12:00 noon
Please Note: Any attempts by applicants to influence the evaluation process and outcome of the
application in any way, shall be interpreted as canvassing or lobbying and will lead to automatic
disqualification. TASO reserves the right to accept or reject any application at any level prior to
the award of the contract without thereby incurring any liability to the applicant.
OBTAINING RFP BIDS
Details about the RFP can be obtained from the bid document which shall be uploaded on
online websites – www.tasouganda.org; www.aidsuganda.org; www.globalfundccm.org.ug;
this is to ensure that applicants have more than one means of access to the advert and bid
documents. Starting from Thursday, 17th May 2018.
Should you require further clarifications about this RFP kindly communicate through this
email address [email protected].
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The AIDS Support Organisation (TASO) RFP
GENERAL INSTRUCTIONS
1. TASO hereby solicits Proposals in response to this Request for Proposals (RFP).
Applicants must strictly adhere to all the requirements of this RFP. No changes,
substitutions or other alterations to the rules and provisions stipulated in this RFP may
be made or assumed unless it is instructed or approved in writing by TASO in the form
of supplemental information to the RFP.
2. Submission of a Proposal shall be deemed as an acknowledgement by the applicant
that all obligations stipulated by this RFP have been met and, unless specified
otherwise, the applicant has read, understood and agreed to all the instructions in this
RFP.
3. Any Proposal submitted will be regarded as an offer by the applicant but does not
constitute or imply automatic acceptance by TASO. Applicants must be aware that the
mere act of submission of Proposals in and of itself, implies that the applicant has
accepted the Terms and Conditions in the solicitation document. However TASO is
under no obligation to award a contract to any applicant as a result of responding
to this RFP.
4. TASO implements a policy of zero tolerance on certain proscribed practices like; fraud,
corruption, collusion, unethical practices, and obstruction. TASO is committed to
preventing, identifying and addressing all acts of fraud and corruption against herself
as well as third parties involved in Global Fund transactions. (See The Global Fund
Policy to Combat Fraud and Corruption for full description of the policies).
https://www.theglobalfund.org/media/6960/core_combatfraudcorruption_policy_en.p
d f?u=636467777510000000
5. In responding to this RFP, TASO requires all Applicants to conduct themselves in a
professional, objective and impartial manner, and they must at all times hold TASO’s
interests paramount. Applicants must strictly avoid conflicts with other
assignments or their own interests, and act without consideration for future work.
All Applicants found to have a Conflict of Interest (CoI) shall automatically be
disqualified. Without limitation on the generality of the above, Applicants and any of
their affiliates, shall be considered to have a conflict of interest with one or more
parties in this solicitation process, if they:
i. Are or have been associated in the past, with a firm or any of its affiliates which
have been engaged with TASO to provide services for the preparation, design,
specifications, development of scope of work, cost analysis/estimation, and
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The AIDS Support Organisation (TASO) RFP
other documents to be used for the procurement of services in this application
process;
ii. Are found to be in conflict for any other reason, as may be established by, or at
the discretion of, TASO.
iii. In the event of any uncertainty in the interpretation of what constitutes Conflict
of Interest, Applicants should seek TASO’s clarification before proceeding with
the writing of the application. TASO shall ensure that such a clarification is
shared with the rest of the applicants.
6. Similarly, the Applicants must disclose in their Proposals their knowledge of the
following:
i. TASO staff that are owners, part-owners, directors, Board members or that
serve the applying organization in any other capacity.
ii. All other circumstances that could potentially lead to actual or perceived
conflict of interest, collusion or unfair competitive practices.
iii. Failure to disclose the above may result in rejection of the Proposals.
7. All Applicants must adhere to the Code of Conduct for Recipients of Global Fund
Resources, which can be found at this link:
https://www.theglobalfund.org/media/6011/corporate_codeofconductforrecipients_po
li cy_en.pdf.
8. The applicant shall bear all costs related to the preparation and/or submission of the
application, regardless of whether its application is successful or not. TASO shall in
NO circumstance be responsible or liable for those costs, regardless of the outcome of
the selection process.
9. Staffing: The applicant will mention details of key staff that will implement the
activities including but not limited to those staff in leadership and governance
structure, finance and administration, programs and Monitoring & Evaluation,
procurement, quality assurance, compliance and audit. The applicant should confirm
to TASO that the personnel being nominated are in existence and that the organization
shall endeavor to keep their positions filled during the life of the grant. Any deliberate
substitution of persons and/or positions during the selection process shall be made only
with TASO’s acceptance of the justification, and TASO’s approval of the competences
of the replacement who shall be of equal or superior credentials as the one being
replaced.
10. Application write up: Applicants are strongly discouraged from direct copying of
information from Global Fund documents, Country Concept notes or Solicitation
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The AIDS Support Organisation (TASO) RFP
documents and are strongly encouraged to maintain originality of thoughts as they
develop their Proposals.
SUBMISSION AND OPENING OF PROPOSALS
Submission of Proposals and late Proposals
i. Proposals must be submitted in sealed envelopes and clearly written on as specified
in the RFP
ii. Proposals must be received by TASO at the address provided and no later than the
date and time specified in the RFP.
iii. TASO shall not receive any Proposal that arrives after the deadline for submission
as specified in the RFP. Any Proposal delivered to TASO after the deadline for
submission shall be declared late and will be rejected.
Opening Proposals
Proposals shall be opened at the beginning of the evaluation stage in the presence of an adhoc
committee appointed by the procurement committee. The applicant’s names, modifications,
withdrawals, the condition of the envelope labels/seals, the number of folders/files and all
other such details as TASO may consider appropriate, will be recorded. The committee will
take a roll call for Proposals received against those registered. Proposals seen by the committee
that do not appear on the registration form at the time of submission will be rejected.
In the event of any discrepancy between the contents of the original Proposals and the copy of
Proposals, the contents of the original shall govern. The original Proposal should be signed
and initialed on every printed page by the person duly authorized to do so on behalf of the
organization.
Withdrawal, Substitution and Modification of Proposals
i. Applicants are expected to have sole responsibility for taking steps to carefully
examine, in detail, the full consistency of their application to the requirements of the
RFP, keeping in mind that material deficiencies in providing information and
documents requested for by TASO, or lack of clarity in the description of services
to be provided, may result in the rejection of the proposal. The applicant shall assume
the responsibility for erroneous interpretation or conclusion made by the applicant
in the course of understanding the RFP.
ii. An applicant may withdraw, substitute or modify their proposal after it has been
submitted by sending a written notice, duly signed by an authorized representative,
and shall include a copy of the authorization. All notices to withdraw, substitute or
modify their proposal must be received by TASO prior to the deadline for
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The AIDS Support Organisation (TASO) RFP
submission in accordance with RFP. The respective envelopes shall be clearly
marked “WITHDRAWAL,” “SUBSTITUTION,” or MODIFICATION”.
iii. Proposals requested to be withdrawn shall be returned unopened to the applicants.
iv. No applicant shall substitute, or modify their application after the deadline for
submission.
CONFIDENTIALITY
Information relating to the examination, evaluation, and comparison of Proposals, and the
recommendation to the next level of evaluation, shall not be disclosed to applicants or any
other persons not part of the evaluation committee, except to the Global Fund as may be
required. Any effort by an applicant to influence TASO Staff or Evaluators before, during,
and after examination, evaluation and comparison of Proposals or award decisions, at any
stage will result into automatic disqualification.
In the event that an applicant is unsuccessful, the applicant may seek a meeting with TASO
for a debriefing. The purpose of the debriefing is to discuss the strengths and weaknesses of
the proposal and documents submitted. The content of how the applicant’s Proposal compares
with other proposals shall not be discussed.
CONSORTIUM
Although sole applicants are preferred, proposals from consortia shall be accepted to a
maximum of 3 Civil Society Organizations (CSOs) including the lead entity (the prime). If the
applicant is a group of entities that have formed a consortium at the time of submission of the
proposal, they should confirm the following in their proposal that;
i. They have designated a CSO to be the lead entity (prime), vested with authority that
legally binds the other members of the consortium jointly and severally, and this shall
be evidenced by a partnership agreement signed by all parties, which shall be
submitted along with the proposal.
ii. If selected, TASO will enter into contract with the designated lead entity, who shall
act for and on behalf of the consortium.
iii. Since consortium members contribute to writing the proposal and implementing
activities together, each partner in the consortium will be subjected to
preliminary evaluation (each MUST submit all documents required for
preliminary evaluation).
iv. Where any of the consortium members fails at any stage of the evaluation, the whole
consortium shall be disqualified at that stage since a member(s) of the consortium
implementing a certain proportion of the grant will have been disqualified, therefore
limiting the capacity of the remaining parties to implement in terms of geographical
coverage and expertise.
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The AIDS Support Organisation (TASO) RFP
After the Proposal has been submitted to TASO, the lead entity identified to represent the
consortium shall not be changed without the prior written consent from TASO. Furthermore,
neither the lead entity nor the member entities of the consortium can:
(i) Submit another Proposal, either in its own capacity; or
(ii) As a lead entity or a member entity of another consortium submitting another Proposal.
The description of the organization of a consortium must clearly define the expected role of
each of the entities in the consortium in delivering the requirements of this RFP, both in the
proposal and the Partnership Agreement. All entities that comprise the consortium shall be
subject to the eligibility assessment criteria stipulated in the RFP. TASO reserves all rights to
disqualify any entity in the consortium if the entity does not meet the required evaluation
criteria. If any entity within the consortium is disqualified at any evaluation stage, then
the whole consortium is disqualified.
Where a consortium is presenting its previous experience in a similar undertaking as that in
the RFP, it should present such information in the following manner:
a) Assignments undertaken together by the consortium; and
b) Assignments that were undertaken by the individual entities of the
consortium.
Please Note: Previous contracts completed by individual experts working privately but who
are permanently or were temporarily associated with any of the member Organizations
cannot be claimed as the experience of entities in the consortium.
Partnership Agreement: The partnership agreement should provide for the following;
a) Names of Consortium partners (entities)
b) Districts to be covered by each of the consortium partners
c) Activities to be implemented by each of the consortium partners
d) Description of the implementation modalities among partners in the consortium
e) Signature and stamp of the person authorised to sign on behalf of the partner
organization in the consortium.
APPLICANT’S PRE-BID MEETING
There will be a pre-bid meeting as specified in the Table for SR Proposal review process. All
prospective applicants are encouraged to attend. However non-attendance shall not result in
disqualification of an interested applicant. TASO shall email the minutes of the applicant’s
Pre-bid meeting to all those that shall have attended the meeting. The minutes will also be
published on TASO’s website. Any applicant that is not represented in the pre bid meeting is
free to request for a copy of the minutes of the meeting by sending an email to
[email protected]. No verbal statement made during the pre-bid meeting
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The AIDS Support Organisation (TASO) RFP
shall modify the terms and conditions of the RFP unless such statement is specifically written
in the minutes of the meeting, or issued as an amendment in the form of supplemental
information to the RFP.
CLARIFICATION OF PROPOSALS
i. Applicants may request for clarifications about the RFP not later than 7th June 2018
after the call for Proposals has been issued. Any request for clarification must be sent
on email [email protected]. TASO will respond by email and,
without revealing the source of inquiry, copy the response to all applicants who would
have provided confirmation of their intention to submit Proposals.
ii. TASO shall endeavor to provide such responses to clarifications in an expeditious
manner, but any delay in such response shall NOT cause an obligation on the part
of TASO to extend the submission date of the Proposals, unless TASO deems that
such an extension is justified and necessary.
AMENDMENT OF PROPOSALS
i. At any time prior to the deadline of Proposal submission, TASO may for any reason,
such as in response to a clarification requested by an applicant, modify the RFP in
form of Supplemental Information. All prospective Applicants will be notified of all
changes/amendments and additional instructions through Supplemental Information
to the RFP through mail or/and newspaper or directly communicated to those that have
picked RFP documents.
ii. In order to provide prospective applicants reasonable time to consider the amendments
in preparing their Proposals, TASO may, at its discretion, extend the deadline for
submission of Proposals, if the nature of the amendment to the RFP justifies such an
extension.
PREPARATION OF PROPOSALS
PROPOSAL WRITING FORMAT
Applicants shall submit proposals using the format provided in this solicitation document. The
Proposals, as well as all the related correspondences between the applicant and TASO, shall
be written in English language. The proposal should not be more than 25 pages excluding
supporting documents/appendices. It should be written using font “Times New Roman”; font
size “12”; “1.5 line spacing”; margins “normal”, with all text “justified”, ALL pages should
be “numbered”;
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The AIDS Support Organisation (TASO) RFP
FORMAT OF THE PROPOSAL
The Proposal should include:
FACE SUBMISSION SHEET
The applicant shall fill in and submit a face submission sheet. Provide the Name, contact of
the Organization & Full address, name of the Grant being applied for, the Cluster applied for
and the amount allocated, and other details specified in the face submission sheet (see
appendix No I).
EXECUTIVE SUMMARY
Provide an overview of proposed project, including a brief description, project objectives,
proposed geographic location and reason for selection of target region, interventions/activities
and intended results.
TECHNICAL PROPOSAL, FORMAT AND CONTENT
The applicant shall structure the Technical Proposal as follows:
Section I: Introduction
(i) Background to the Proposal
Briefly explain why the organization wants to be a Sub Recipient (SR) for the 2018-2020 Global
Fund grants for Malaria (UGA-M-TASO).
(ii) Status of the Organization
a. Registration status
b. Is the organization an affiliate organization? If so, provide information about the
organization affiliated to and elaborate on the nature of affiliation, indicate if the
affiliation has financial implications.
c. Provide an overview of the nature of the Organization’s current programmes, how
the programmes are being implemented and results being achieved.
Section II: Organization’s Profile Includes:
a) Mission statement
b) Institutional set-up of the organization
c) Description of the Governance structure, composition and professional mix
d) Leadership and management structures
Section III: Competency/Expertise Statement
a) Organizational capability
b) Organizational Strategic plan – reference the section/chapter/page that has the disease
component in relation to the grant being applied for
c) This details the organization’s competency to be an SR for Global Fund grants in Uganda,
the disease component and the cluster selected.
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The AIDS Support Organisation (TASO) RFP
d) List of projects implemented in the last 3-5 years, both completed and on-going,
implemented at sub-national and National level which are related or similar in nature to
the requirements of the RFP. (Project name, summary of activities, geographical area,
budget amount, funding source, Key results. etc.) – Table format.
e) Major achievements of the organization - in relation to sub-granting and managing sub-
grantees
f) Partnerships with line Ministries, Agencies and Departments, Districts and CBOs
including period of partnership, results from the partnership.
g) Relevant specialized knowledge – The Global Fund programmatic and financial reporting
requirements and coordination systems
h) Financial Management, Internal controls and Financial Accounting system
i. Financial management and internal controls
The applicant should demonstrate that its fiscal control and accounting procedures
permit the tracing of funds to a level of expenditure adequate to establish that funds
have been used in accordance with the approved grant application. The applicant
must demonstrate an effective internal control system and accountability for all
funds, property, and other assets. ii. Financial accounting system
The applicant’s financial management system should demonstrate provisions for
accurate, current and complete disclosure of the financial results of each grant. The
financial management system records must adequately identify the funding source
and use of funds and must contain information pertaining to grant awards,
authorizations, obligations, unobligated balances, assets, outlays (expenditures),
income, and interest."
Please Note: The lead entity of the Consortium, in addition to providing their own, should
provide the above information for each of the partners in the consortium. The lead
agency should also indicate which partner in the consortium shall bring in which
competences.
Section IV: Proposed Methodology,
a) Approach and Implementation Plan for carrying out Sub-grant activities.
This section should demonstrate the applicant’s understanding of the Scope of grant
interventions and budget allocation by detailing how each of the specific components
and their respective activities shall be implemented. Applicants should provide a
detailed description of the essential performance characteristics proposed in a
sequential manner and demonstrate how the proposed methodology meets or exceeds
the specifications, while ensuring appropriateness of the approach to the local
conditions and the rest of the project operating environment. Applicants are also
expected to describe;
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The AIDS Support Organisation (TASO) RFP
i Structures, strategies, Innovations, implementation models and processes that
the organization will use to manage grants in the districts that will yield desirable
results.
ii Demonstrate understanding of each activity to be implemented in a sequential
manner in the cluster applied for.
iii Show how they will work with line Ministries, Departments and Agencies
iv Demonstrate how they intend to implement a district led project and partnership
building.
v Demonstrate how they intend to work with community structures to implement
grant activities and to reach the intended beneficiaries in the cluster selected.
b) Monitoring and evaluation
This is a critical component in implementation of the grants. Applicants should
demonstrate current systems and expertise in M&E, programming, reporting and
documentation.
Target setting: Applicants should demonstrate how they will set targets in line with
the funds provided in the budget for each activity.
Monitoring and reporting
• Demonstrate knowledge, experience and use of National reporting systems
including showing how it will be useful to the organization in reporting data right
from the community to National level in relation to activities to be implemented
• Applicants should demonstrate how regular monitoring of activity progress, data
collection, analysis, and storage right from households, community, Health facility,
District to the National level will be carried out.
• The applicant should provide output indicators that will be used to monitor
progressive performance for each activity
• Description of data quality assurance measures that will be used including
assurances for delivery of quality services to the beneficiaries
c) Sustainability
Applicants should highlight sustainability plans of the interventions and describe how
the proposed methodologies and their beneficial effects will be sustained beyond the
project period. Using specific examples, the Applicant should show strategies for
sustainability of interventions and linkages with existing government
projects/programmes.
Section V: Human Resources and Administration
(a) Management structure and key personnel
The applicants should provide an approved and updated organogram and description of
staffing levels by departments or units (Finance, Programs, Monitoring and Evaluation,
procurement as deemed necessary to the sub grant activities).
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The AIDS Support Organisation (TASO) RFP
Applicants should in addition provide curriculum vitae (CVs) of key personnel (not more
than three (3) pages each) that will be assigned to support implementation of the proposed
methodology, clearly defining their experience, roles and responsibilities vis-à-vis the
proposed activities. CVs should indicate competencies and qualifications in areas relevant
to the Scope of grant interventions.
(b) Infrastructure
Applicants should describe Infrastructure in place that will be used to implement the grant
including; ownership, numbers, functional status and location (IT, offices, transport etc)
FINANCIAL PROPOSAL
Instructions:
General instructions: Financial proposals require all applicants to list major cost components
associated with each activity to be implemented, and a detailed breakdown of costs (cost input,
unit cost, quantity, frequency and duration). All inputs of activities leading to the desired
outputs (described in the Technical Proposal) must be costed. Any activities and outputs
described in the Technical Proposal but not costed in the Financial Proposal, shall be assumed
to be included in the costs of other activities or items, as well as in the final total cost.
Budgeting instructions:
Reasonable costs: All costs MUST be reasonable according to prevailing market prices and
with sufficient justification as to how they will contribute to successful implementation of
the sub-grant. If the applicant has no reference policies for facilitating Human Resources, the
applicant is advised to benchmark public service standing orders. A cost can be considered
reasonable if it meets the following standards:
a. The cost is of a type generally recognized as ordinary and necessary for the operation
of the organization or grant performance.
b. Restrictions or requirements are imposed for generally accepted, sound business
practices, arms-length bargaining, and government laws and regulations.
c. Individuals are acting with prudence in the circumstances of responsibility to the
organization, its members, employees, clients, the public, and the government.
d. There are no significant deviations from established practices of the organization that
may unjustifiably increase costs.
Technical assistance should not be budgeted for in this proposal. It will be covered during
implementation after assessing the organisational need. Such costs if included will lead to
loss of marks.
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The AIDS Support Organisation (TASO) RFP
Administrative costs: Administrative costs do not exceed 10% of the total program budget.
Administrative costs include both direct and indirect costs.
Direct administrative costs: Direct administrative costs may include those costs associated
with the following sub-grant specific costs:
a. Accounting and other fiscal activities, including reporting expenditures
b. Auditing
c. Overall program administration
d. Evaluating and reporting on the progress and results of the grant program
e. Monitoring compliance with the program requirements
f. Salaries and benefits for staff who supervise activities of program staff
All direct administrative costs budgeted for should be detailed and itemized by nature, showing
assumptions, quantities and unit costs.
Where relevant and available, historical costs should be taken into account. Deviations
from historical costs should be clearly justified.
Indirect administrative costs: Indirect administrative costs are costs that are not directly
attributable to the sub-grant. To include a budget for indirect costs (e.g., if the applicant
requires to share the cost of electricity, rent, water etc.), then the applicant should:
a. Provide sufficient details of the total cost of the item (by type, with all assumptions
including quantities and unit costs);
b. Show the contribution expected from the grant;
c. Provide the rationale and method behind the allocation of costs to the grant which
should be verifiable; and
d. Ensure that the grant will be charged with no more than the fair share of costs required
for the level of effort of the activity (ies).
Budgeting currency: All budgets shall be prepared in Uganda shillings.
Detailed Budget: The Applicant should provide a detailed activity based budget for the cluster
applied for. Budgeting should be done activity by activity according to the budget format
provided. Lumping up of costs is not permitted, see Appendix V. The applicant should work
within budget ceilings in Appendix III.
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The AIDS Support Organisation (TASO) RFP
Budget Narrative: The budget should be accompanied by a detailed narrative that explains how
the costs contributes to achieving results for each activity implemented. There should be clear
justification of cost input, unit cost, quantity, frequency and duration explained in detail.
More details on budgeting for Global Fund grants can be accessed from the Global Fund website:
https://www.theglobalfund.org/media/3261/core_budgetinginglobalfundgrants_guideline_en.p
df.
EVALUATION OF PROPOSALS
PRELIMINARY EXAMINATION OF PROPOSALS
TASO shall examine the Proposals to determine whether they are complete with respect to
minimum documentary requirements spelt out below, whether the documents have been properly
signed, authentic, whether or not the applicant is not blacklisted or is on a list of terrorists and
terrorist financiers, in TASO’s and other donors’ lists of suspended or blacklisted organizations;
and whether the Proposals are generally in order, among other indicators that may be used at this
stage. TASO reserves the right not to consider any applicant that has had gross audit issues
leading to refunding, is currently refunding money resulting from ineligible expenditures,
fraud or misappropriation during the previous Global Fund grants and/or any donor. Any
application that does not meet the administrative requirements spelt out in this RFP shall end at
the preliminary stage.
Minimum documentary requirements to be submitted
i. Signed and stamped submission face sheet by head of the organization or person
authorized to do so.
ii. Valid copy of the workplace Identity card of the person authorized to represent the
organization. Workplace Identity is verifiable during evaluation.
iii. Copy of the current Approved Organizational Strategic plan that has the disease
component in relation to the grant being applied for.
iv. Copy of Certificate of Incorporation certified by Uganda Registration Service Bureau
(URSB) or Copy of Certificate of Registration certified by the NGO Bureau, not earlier
than January 2018.
v. Certified copy of a valid permit of the organization from the NGO Bureau.
vi. Certified copy of Annual (not Transactional) Tax clearance certificate for 2017.
vii. Certified Audited Financial statements signed by the Director (or the Board) with
accompanying management letters for three consecutive years (2014, 2015, 2016 or
2015, 2016, 2017) or (2013/14, 2014/15, 2015/16 or 2014/15, 2015/16, 2016/2017).
Please note that applicants should submit a complete set of organizational Audited
financial statements and NOT project specific audit reports.
viii. Signed Annual performance organizational reports (2015, 2016) or (2014/15,
2015/16).
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The AIDS Support Organisation (TASO) RFP
Where the applicant has submitted a signed Annual performance organizational
2016/17 report, this is acceptable. Please note that project specific reports shall
not be accepted.
ix. Recommendation letter(s) from current or previous Donor(s) (Not more than 5
years ago) addressed to Executive Director, TASO.
Please Note:
ALL recommendation letters should not be dated before 17th May 2018 (date of
the advert) – this is to avoid multiple use of recommendation letters which were
meant for other purposes and NOT for this RFP.
The letter obtained from the donor should clearly state the amount and purpose
of funding to the applicant in the current or previous years.
TASO being the procuring and disposing entity, shall not issue recommendation
letters to intending applicants, to avoid being conflicted.
Recommendation letters from Donors should be signed by the Accounting
Officers (head of institution) of the Donor Agency or Contracting/Responsible
officer for International Donor Agencies and shall be subjected to verification.
x. Recommendation letters from Chief Administrative Officers, from not less than
60% of the districts in the cluster being applied for addressed to Executive
Director, TASO.
Please Note:
ALL recommendation letters should not be dated before 17th May 2018 (date of
the advert) – this is to avoid multiple use of recommendation letters which were
meant for other purposes and NOT for this RFP.
The recommendation letters should address willingness of the district to work
with the applicant.
Recommendation letters from the Districts should be signed and stamped
strictly by the Office of the Chief Administrative Officer (CAO) as the
Accounting Office of the District. All letters are verifiable at evaluation.
60% of recommendation letters from Chief Administrative Officers of the
districts in the cluster being applied for is emphasised as a satisfactory level of
acceptability of the applicant by the District.
xi. Eligibility requirements of consortia
• All consortium partners must submit ALL preliminary eligibility documents
stated above (i-x)
• Partnership Agreement signed by all partners showing the focus area and
geographical coverage (districts) of each member in the consortium.
• Where members are in a consortium, each entity in the consortium must submit
recommendation letters from their respective donors. A consortium member
should NOT provide a recommendation letter to a partner with whom they
are in the same consortium.
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• In reference to the minimum documentary requirement to submit
“Recommendation letters from Chief Administrative Officers, from not less
than 60% of the districts in the cluster being applied for addressed to
Executive Director, TASO”, the consortium members shall collectively get
the required recommendation letters from the Districts in the cluster applied
for. The recommendation letters should reflect the entities in the consortium.
• Consortia that pass the preliminary stage as specified in this RFP, shall be
evaluated on the basis of their technical and financial proposals submitted as
one entity.
Please note: Certification by relevant authorities is a requirement for ALL certificates of
incorporation and valid permit submitted. Certificate of incorporation is issued and certified
by URSB, permit to operate as an NGO is issued by the NGO Bureau periodically.
TECHNICAL EVALUATION OF PROPOSALS
TASO shall review the Proposals to confirm that General Terms and Special Conditions have
been accepted by the applicant without any deviation or reservation.
The evaluation team shall review and evaluate the Technical Proposals on the basis of their
responsiveness to the scope of interventions and what was requested for in the RFP, applying
the evaluation criteria, sub-criteria, and point-system. A Proposal will be considered
responsive if it achieves the minimum technical score of 70% of the total score of the Technical
Proposal. The evaluation committee shall NOT make any changes to the criteria, sub-criteria
and point-system indicated in the RFP after all Proposals have been received. The Technical
Application shall be weighted out of 70% of the total score in the Technical Proposal.
Evaluation Criteria for Technical Proposal
The following are the evaluation factors or standards that will formulate a basis for scoring
Proposals. Refer to detailed criteria in Appendix II
FINANCIAL EVALUATION OF PROPOSALS
This section details projected costs as a Sub recipient (SR) for the grant (cluster selected).
At the financial evaluation stage, only Financial Proposals of those Applicants who achieve
the minimum technical score of 70% will be opened for evaluation, comparison and review.
The Financial proposal envelopes that do not meet the minimum technical evaluation score
shall be returned to the applicants unopened. The Financial application will constitute a
weighted score of 30% of the total score of the Financial Proposal.
Evaluation Criteria for Financial Application
Note;
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Criteria Points
1. Direct Program Costs 21
a) Clear budget with detailed assumptions and logical justification
• Detailed activity-based budget prepared in Microsoft Excel using the
format provided in ANNEX V (3 points)
• Detailed and logical narrative justifying direct program budget
assumptions:
• cost input (1 point)
• unit cost (1 point)
• quantity (1 point)
• frequency (1 point)
• duration (1 point)
8
b) Sufficiency & Consistency with project activities and goals
• Activities budgeted for should be the same as those in the RFP for the
cluster applied for (2 points)
• Cost inputs/items should be adequate to give the desired results for
each activity (5 points)
7
c) Reasonableness (according to prevailing market prices and key assumptions)
• Unit costs for facilitation/allowances should be comparable with
existing government rates or organizational policy (for example public
fare rates, perdiem etc.). A certified copy of the extract of the policy
being referred to should be submitted. (3 points)
• Unit costs for goods and services should be comparable to prevailing
average market prices or benchmarked with existing public price list
(where used, they should be clearly referenced). (3 points)
6
2 Administrative costs 21
a) Human Resource Costs
• Detailed breakdown (names/positions, number of staff, months on the
project, level of effort on the project) of the Human resource (1 point)
• Remuneration levels in general should be consistent with local market
practice for similar jobs in similar organizations. (1 point)
• Fringe benefits should be in conformity with local labour laws. (3
points)
Note;
1. Unreasonable salaries and fringe benefits will lead to loss of marks.
2. Certified copy of the Organizational salary structure and policy extracts
for fringe benefits should be submitted.
5
b) Shared Costs (reasonableness in contribution to Indirect costs)
• Detailed budget prepared in Microsoft Excel using the format provided
in ANNEX V (2 points)
16
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• Detailed and logical narrative justifying indirect/administrative budget
assumptions:
a. cost input (2 points)
b. unit cost (2 points)
c. quantity (2 points)
d. frequency (2 points)
e. duration (2 points)
f. level of effort/contribution (2 points)
• Unit costs for goods and services should be comparable to prevailing
average market prices or benchmarked with existing public price list
(where used, they should be clearly referenced). (2 points)
Note;
Provide a basis for allocation of shared costs to the grant applied for
3. Budget should be within activity, total program and administrative/indirect
costs
8
• Total Program budget should not be more than 90% of the total budget
ceiling for the cluster ( 2 points)
• Total Administrative budget should not be more than 10% of the total
program budget ( 3 points)
• The budget for each activity should not exceed the budget ceiling for
each activity applied for ( 3 points)
Note;
1. All activities in the cluster should appear in the budget)
The overall evaluation score will be based on a combination of the technical score and the
financial score.
Rating the technical proposal (TP)
TP Rating= Total score obtained by the application divided by Maximum obtainable score for
(TP) x 100.
Rating financial proposal (FP)
FP Rating = Score of the application being reviewed divided by Maximum Obtainable Score
for (FP) X100
Total combined and final rating of the Proposals
= (TP Rating) x (Weight of TP = 70%) + (FP rating) x (Weight of FP = 30%)
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PHYSICAL INSPECTION/DUE DILIGENCE
The evaluation committee shall undertake a due diligence exercise aimed at determining, to
its satisfaction, the validity of the information provided by the applicant. Such exercise shall
be fully documented and, the areas of focus may include, but need not be limited to the
following:
i. Verification of accuracy, correctness and authenticity of information provided by the
applicant on the legal, administrative, technical and financial documents submitted.
ii. Inquiry and reference checking with Government entities with jurisdiction on the
applicant, or any other entity that may have done business with the applicant.
iii. Inquiry and reference checking with other previous clients on the quality and quantity
of performance on ongoing or previous contracts.
iv. Physical inspection of the applicant’s offices, branches or other places where the
applicant transacts business, with or without notice to the applicant.
v. Qualitative and quantitative assessment of ongoing and completed outputs, works and
activities similar to the requirements in the RFP, where available.
vi. Other verification that TASO may deem appropriate, at any stage within the selection
process, prior to awarding the contract.
vii. Although findings from the above will be kept confidential, the information obtained
will be used to make the final decision about the applicant.
NON CONFORMITIES, REPARABLE ERRORS AND OMISSIONS
Provided that the application is substantially responsive, TASO shall correct arithmetical
errors as follows:
If there is a discrepancy between the unit cost and the line item total that is obtained by
multiplying the unit cost by the quantity, the unit cost shall prevail and the line item total shall
be corrected. Unless, in the opinion of TASO, there is an obvious misplacement of the decimal
point in the unit cost, in which case the line item total as quoted shall govern and the unit cost
shall be corrected; however this shall apply only if it does not disadvantage other applicants.
CLARIFICATION OF PROPOSALS
To assist in the examination, evaluation and comparison of Proposals, the evaluation
committee may, at its discretion, ask any applicant for a clarification of its Proposal. This
should not be seen to compromise the evaluation team.
The request for clarification and the response shall be in writing. Notwithstanding the written
communication, no change in the budgets or substance of the Proposals shall be sought,
offered, or permitted, except to provide clarification, and confirm the accuracy of any
arithmetic errors discovered by the evaluation committee during evaluation of the Proposals,
in accordance with RFP.
Any unsolicited clarification submitted by an applicant in respect to their application, which
is not a response to a request by the evaluation team, shall not be considered during the
review and evaluation of the Proposals.
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AWARD OF CONTRACT
Right to Accept, Reject, or Render Non-Responsive Any or All Proposals
TASO reserves the right to accept or reject any Proposals, to render any or all of the Proposals
as non-responsive, and to reject all Proposals at any time prior to award of contract, without
incurring any liability, or obligation to inform the affected applicant(s) of the grounds for
TASO’s action.
Although the Grant is running for three years, TASO recognizes the performance based
funding principle of the Global Fund grants. Successful Applicants will be awarded
Contracts on an annual basis and renewal of contracts will be based on both
programmatic and financial satisfactory performance.
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APPENDICES
APPENDIX I: SUBMISSSION FACE SHEET.
I hereby submit this application on behalf of my organization consisting of the following
details;
No. Data Specific Instructions / Requirements
1 i)Name of the
organization, ii.)
Contacts of the
organization (physical
address, mailing address,
office telephone, email
address) iii.) Name and
title of the contact person
iv.) Contacts of the
contact person (telephone
and email address)
…………………………………………………………………
…………………………………………………………………
………………………………………………………………….
…………………………………………………………………
…………………………………………………………………..
…………………………………………………………………
…………………………………………………………………
………………………………………………………………….
…………………………………………………………………
…………………………………………………………………..
…………………………………………………………………..
2 Name of Grant being
applied for
…………………………………………………………………
3 Cluster applied for
(Location):
Cluster number …………
4 Number of copies of
Technical Proposals
Submitted
Original: ……………………..
Copies: ……………………….
5 Number of copies of
Financial Proposals that
must be submitted
Original: ……………………..
Copies: ……………………….
6
Electronic copy
submitted (CD)
(Tick)
Technical proposal ; YES NO
Financial proposal ; YES NO
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7 Status of submission
(Sole or consortia)
(Tick)
Sole Proposal
Consortium Proposal
8 Documents requested and submitted for preliminary evaluation should be arranged in the
order below; (Tick against the document only if submitted)
i. Signed and stamped submission face sheet by head of the
organization or person authorized to do so.
ii. Valid copy of the workplace Identity card of the person authorized
to represent the organization. Workplace Identity is verifiable
during evaluation.
iii. Copy of Certificate of Incorporation certified by Uganda
Registration Service Bureau (URSB) not earlier than January 2018.
iv. Certified copy of a valid permit of the organization from the NGO
Bureau.
v. Certified copy of Annual (not Transactional) Tax clearance certificate for 2017.
vi. Certified Audited Financial statements signed by the Director (or the Board)
with accompanying management letters for three consecutive years (2014, 2015,
2016 or 2015, 2016, 2017) or (2013/14, 2014/15, 2015/16 or 2014/15, 2015/16,
2016/2017).
vii. Copy of the current Approved Organizational Strategic plan that has the disease
component in relation to the grant being applied for.
viii. Signed Annual performance organizational reports (2015, 2016) or (2014/15,
2015/16).
ix. Recommendation letter(s) from current or previous Donor(s) (Not more
than 5 years ago) addressed to Executive Director, TASO.
x. Recommendation letters from Chief Administrative Officers, from not less
than 60% of the districts in the cluster being applied for addressed to
Executive Director, TASO.
xi. Technical Proposals (and accompanying soft copies)
xii. Financial Proposals (and accompanying soft copies)
xiii. Provide CVs of staff in key departments (Finance, Programs,
M&E, Audit, Procurement and any other specialised staff specific
for the components of the RFP).
xiv. Partnership Agreement is a requirement for proposals from
consortia
Name of Authorized
Officer
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Designation
Date (day, month, year)
I certify that, to the best of my knowledge, the information presented in the Application is
correct and truly represents the organization’s position
Signature and Stamp………………………………………………..
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APPENDIX II: TECHNICAL EVALUATION CRITERIA AND SUB-
CRITERIA
No. Criteria Points
1. Leadership and Governance 15
a) Governance structures of the organization (Description of the Board structure,
composition and professional mix)-5 points
b) Leadership/Management Structures of the Organization (Description of the
structure, composition and experience of the Management team)- 10 points
2. Expertise/Competency of the Entity/Organization 25
a) Organizational Capability which is likely to affect implementation
- Demonstrate History of implementing activities/interventions similar or
related to those detailed in the cluster applied for -1 point
- Demonstration of Quantitative and Qualitative achievements for the projects
implemented-1 point
- Show projects implemented and their budgets in the last 5years -1 point
- Experience in sub granting or managing Sub-grantees indicating
achievements, challenges encountered and the strategies used to address
them-2 points
- Organizational Strategic plan – reference the section/chapter/page that has
the disease component in relation to the grant being applied for. -2
pointsDemonstrate experience in ICCM implementation -1 point
b) Partnership
- Experience working in partnership with each of the following; Line
Ministries, Departments and Agencies, Districts and Community Based
Organizations-2 points
- Explain the kind of partnership, period of partnership and results/outcomes
from this partnership with each of the above entities. -2 points
c) Relevant Specialized Knowledge
- Description of The Global Fund programmatic and financial reporting
requirements. -1 point
- Description of The Global Fund coordination relationships among in-
country structures such as but not limited to (Relevant government
Ministries or agencies, LFA, CCM, PRs). -1 point
d)
Financial management and internal controls
Demonstration of fiscal controls and accounting procedures that permit
tracing of funds to a level of expenditure adequate to establish that funds
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No. Criteria Points
have been used in accordance with the approved grant application
(financial procedure manual/policies, external audit reports, tracking
transactions). -1 point
Demonstration of an effective internal control system for accountability of
funds, property, and other assets
• strategies in place to detect and minimise financial risks and
potential fraud-1 point
• internal control procedures (authorization levels, segregation of
duties, management control) -1 point
• management of assets in the organization including asset
verification-1 point
• Detailed description of the organizational Internal Audit function -
1 point
e) Financial accounting system
• Description of the accounting system for recording transactions -2 points
• Description of systems used to segregate funds and expenditure by donor,
grant, and expenditure category-2 points
• Description of actions used to track obligations and unobligated balances-
2 points
3. Methodology 40
a) Responsiveness and quality presentation to the requirements set forth in this
application
• Use of application format provided-1 point
• Evidence of understanding the tasks1 point
• Description of each activity in a sequenced manner leading to desired
results 3 points
• Consistency of description of activities in the Cluster applied for as laid
out in the RFP 3 points
b) Illustrate innovative, feasible methodology/strategies and implementation models,
results based, district led, and community involvement in practical terms not
theoretical
• Desired objectives of implementing each activity 2 points
• Description of target population for each activity 1 point
• Implementation approach for each activity (include innovative approaches
to reach targeted population) 4 points
• Description of expected results at outcome level in line with National
indicators 3 points
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No. Criteria Points
• Description of how line Ministries, Departments and Agencies will be
involved in the implementation of activities 1 point
• Description of district local government involvement in the
implementation of activities 2 points
• Description of how CBOs and/or Community structures will get involved
in implementation 2 points
Please note; for each of the above descriptions, show how logical, realistic and
efficient implementation models/innovations is to reach beneficiaries
In addition, demonstrate feasibility, practicability, effectiveness and efficiency of
described models in reaching targeted populations, communities.
c) Availability of M&E systems appropriate for the task
• Description of the M&E systems in place including project evaluation and
performance monitoring systems with well-defined output indicators. This
should include the following; M&E structure, M&E plan, number of M&E
personnel and background training, availability and type of existing
database, routine monitoring /support supervision activities, routine
reporting, data utilization and assurance plan for M&E, evaluation and
performance monitoring plans. 3 points
• Demonstration of knowledge, experience and use of National HMIS tools
used. 3 points
• Demonstration of how the organization will use the National reporting
system from community to National level. 2 points
d) • Description of data quality assurance mechanisms that will be used during
implementation of activities (Standard Operating Procedures – SOPs,
client satisfaction assessments) 3 points
• Description of service quality assurance mechanisms that will be used
during implementation of activities2 points
e) Sustainability Strategy, Self-evaluation and performance monitoring system with
well-defined output indicators. Give specific examples
• Demonstration of strategies for sustainability of interventions. 2 points
• Linkages with existing government projects/programmes 2 points.
4. Human Resource and Administration 20
a) Staffing and competencies in Key departments; Finance, Programs, Monitoring
and Evaluation, Audit, Compliance, Procurement and any other specific to the
29 | P a g e
The AIDS Support Organisation (TASO) RFP
No. Criteria Points
components in the RFP Describe and provide details of staffing; numbers,
qualifications and experience in the organization to implement the tasks 7 points
• Describe how the skills of staff will be utilized to achieve the desired
results in project implementation 5 points
b) Organogram – clear and understandable, reflecting key positions and reporting
relationships 4 points
c) Description of infrastructure available that will facilitate implementation of the
task (office space, computers/laptops, printers, photocopiers, vehicles,
motorcycles, internet accessibility). 4 points
30
APPENDIX III: DETAILED SCOPE OF THE MALARIA (UGA-M-TASO) GRANT
Budge
t Line
No.
Module Intervention Activity
Description
Districts of coverage Total Activity
Cost
Total
Overhead
Cost 10%
Total Program
Cost 90%
10 Vector
Control
IEC/BCC/Vecto
r Control
Engage schools
and institutions
in scaling up
malaria
interventions
Cluster 1- Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero, Moyo,
Zombo, Adjumani,
Nakasongola, Nakaseke,
Kyankwanzi, Kiboga
272,272,910.00
27,227,291.00
245,045,619.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo,
Sembabule, Isingiro, Mbarara,
Ibanda, Mitooma, Rukungiri,
Kisoro, Rubanda, Buhweju,
Kabale, Kanungu
350,065,170.00
35,006,517.00
315,058,653.00
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi, Mukono,
Kampala, Mubende, Mityana
233,376,780.00
23,337,678.00
210,039,102.00
12 Vector
Control
Facilitate
integration of
Malaria talking
points into all
programs of the
clergy including
weekly sermons
throughout the
country(Regional
Level)
Cluster 1- Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero, Moyo,
Zombo, Adjumani,
Nakasongola, Nakaseke,
Kyankwanzi, Kiboga
20,972,700.00
2,097,270.00
18,875,430.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo,
20,972,700.00
2,097,270.00
18,875,430.00
31 | P a g e
The AIDS Support Organisation (TASO) RFP
Budge
t Line
No.
Module Intervention Activity
Description
Districts of coverage Total Activity
Cost
Total
Overhead
Cost 10%
Total Program
Cost 90%
Sembabule, Isingiro, Mbarara,
Ibanda, Mitooma, Rukungiri,
Kisoro, Rubanda, Buhweju,
Kabale, Kanungu
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi, Mukono,
Kampala, Mubende, Mityana
20,972,700.00
2,097,270.00
18,875,430.00
13 Vector
Control
Facilitate
integration of
Malaria talking
points into all
programs of the
clergy including
weekly sermons
throughout the
country(District
Level)
Cluster 1- Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero, Moyo,
Zombo, Adjumani,
Nakasongola, Nakaseke,
Kyankwanzi, Kiboga
135,604,560.00
13,560,456.00
122,044,104.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo,
Sembabule, Isingiro, Mbarara,
Ibanda, Mitooma, Rukungiri,
Kisoro, Rubanda, Buhweju,
Kabale, Kanungu
135,604,560.00
13,560,456.00
122,044,104.00
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi, Mukono,
Kampala, Mubende, Mityana
135,604,560.00
13,560,456.00
122,044,104.00
35 Case
Management
Integrated
Community
Case
Management
Refresher
training for
DHMT on new
Cluster 1-Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero
23,474,255.00
2,347,425.50
21,126,829.50
32 | P a g e
The AIDS Support Organisation (TASO) RFP
Budge
t Line
No.
Module Intervention Activity
Description
Districts of coverage Total Activity
Cost
Total
Overhead
Cost 10%
Total Program
Cost 90%
ICCM/HIV/TB
guidelines
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo
46,948,510.00
4,694,851.00
42,253,659.00
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi
23,474,255.00
2,347,425.50
21,126,829.50
15 Case
Management
VHT Supervisors
ICCM Refresher
Training on new
ICCM/HIV/TB
guidelines
Cluster 1-Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero
106,183,490.00
10,618,349.00
95,565,141.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo
121,352,560.00
12,135,256.00
109,217,304.00
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi
136,521,630.00
13,652,163.00
122,869,467.00
22 Case
Management
Re-orientation of
VHTs and
Malaria Parish
champions on
new
TB/HIV/iCCM
and Malaria
SBCC
Cluster 1-Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero
1,252,708,625.00
125,270,862.50
1,127,437,762.50
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo
1,433,951,575.00
143,395,157.50
1,290,556,417.50
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi
1,609,863,850.00
160,986,385.00
1,448,877,465.00
33 | P a g e
The AIDS Support Organisation (TASO) RFP
Budge
t Line
No.
Module Intervention Activity
Description
Districts of coverage Total Activity
Cost
Total
Overhead
Cost 10%
Total Program
Cost 90%
17 Case
Management
Support quarterly
supportive
supervision:
DHMT to Health
facilities
Cluster 1-Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero
258,752,987.50
25,875,298.75
232,877,688.75
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo
295,717,700.00
29,571,770.00
266,145,930.00
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi
295,717,700.00
29,571,770.00
266,145,930.00
21 Case
Management
Quarterly
supervision
meeting for
VHTs
Cluster 1-Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero
2,805,784,100.00
280,578,410.00
2,525,205,690.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo
3,206,610,400.00
320,661,040.00
2,885,949,360.00
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi
3,206,610,400.00
320,661,040.00
2,885,949,360.00
23 Case
Management
VHTs and
Malaria Parish
champion home
visits to mobilize
communities
towards better
preventive
measures - non
iCCM VHTs
Cluster 1-Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero
1,179,763,200.00
117,976,320.00
1,061,786,880.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo
1,348,300,800.00
134,830,080.00
1,213,470,720.00
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi
1,348,300,800.00
134,830,080.00
1,213,470,720.00
34 | P a g e
The AIDS Support Organisation (TASO) RFP
Budge
t Line
No.
Module Intervention Activity
Description
Districts of coverage Total Activity
Cost
Total
Overhead
Cost 10%
Total Program
Cost 90%
29 Case
Management
Private Sector
Case
Management
Training of HRH
in IMM in the
Private Sector
Cluster 1- Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero, Moyo,
Zombo, Adjumani,
Kyankwanzi, Kiboga
221,073,720.00
22,107,372.00
198,966,348.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo,
Sembabule, Ibanda, Mitooma,
Kisoro, Rubanda, Buhweju,
Kabale
276,342,150.00
27,634,215.00
248,707,935.00
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi, Mukono,
Kampala
202,650,910.00
20,265,091.00
182,385,819.00
32 RSSH:Health
Management
Information
Systems and
M&E
Routine
reporting
Training of HRH
in HMIS Routine
reporting in the
Private Sector
Cluster 1- Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero, Moyo,
Zombo, Adjumani,
Nakasongola, Nakaseke,
Kyankwanzi, Kiboga
257,919,340.00
25,791,934.00
232,127,406.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo,
Sembabule, Isingiro, Mbarara,
Ibanda, Mitooma, Rukungiri,
Kisoro, Rubanda, Buhweju,
Kabale, Kanungu
350,033,390.00
35,003,339.00
315,030,051.00
35 | P a g e
The AIDS Support Organisation (TASO) RFP
Budge
t Line
No.
Module Intervention Activity
Description
Districts of coverage Total Activity
Cost
Total
Overhead
Cost 10%
Total Program
Cost 90%
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi, Mukono,
Kampala, Mubende, Mityana
239,496,530.00
23,949,653.00
215,546,877.00
33 RSSH:Comm
unity
response and
Systems
Routine
reporting
Supervision for
Private sector for
reporting
Cluster 1- Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero, Moyo,
Zombo, Adjumani,
Nakasongola, Nakaseke,
Kyankwanzi, Kiboga
84,507,360.00
8,450,736.00
76,056,624.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo,
Sembabule, Isingiro, Mbarara,
Ibanda, Mitooma, Rukungiri,
Kisoro, Rubanda, Buhweju,
Kabale, Kanungu
112,676,480.00
11,267,648.00
101,408,832.00
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi, Mukono,
Kampala, Mubende, Mityana
76,459,040.00
7,645,904.00
68,813,136.00
30 RSSH:Comm
unity
response and
Systems
Community led
advocacy
Conduct
community
dialogues, films,
and sports events
in various
selected stations.
Cluster 1- Koboko, Yumbe,
Maracha, Arua, Nebbi,
Pakwach, Luweero, Moyo,
Zombo, Adjumani,
Nakasongola, Nakaseke,
Kyankwanzi, Kiboga
33,887,910.00
3,388,791.00
30,499,119.00
Cluster 2- Kasese, Kamwenge,
Rubirizi, Bushenyi, Sheema,
Kiruhura, Lyantonde, Lwengo,
Sembabule, Isingiro, Mbarara,
33,887,910.00
3,388,791.00
30,499,119.00
36 | P a g e
The AIDS Support Organisation (TASO) RFP
Budge
t Line
No.
Module Intervention Activity
Description
Districts of coverage Total Activity
Cost
Total
Overhead
Cost 10%
Total Program
Cost 90%
Ibanda, Mitooma, Rukungiri,
Kisoro, Rubanda, Buhweju,
Kabale, Kanungu
Cluster 3- Wakiso, Gomba,
Butambala, Mpigi, Kalungu,
Masaka, Rakai, Kyotera,
Bukomansimbi, Mukono,
Kampala, Mubende, Mityana
33,887,910.00
3,388,791.00
30,499,119.00
37 | P a g e The AIDS Support Organization (TASO) RFP
APPENDIX IV: ACTIVITIES TO BE IMPLEMENTED
1. Training activities:
(i) Training of Private Sector Health Workers in Integrated Management of Malaria (IMM).
(ii) Training of Private Sector Health Workers in routine Health Management Information
System (HMIS) reporting.
(iii) Supervision for Private sector for reporting.
2. Integrated Community Case Management (iCCM) activities:
(i) The orientation of District Health Management Teams (DHMTs) in the new
ICCM/TB/HIV guidelines.
(ii) The orientation of Village Health Team (VHT) Supervisors in the new ICCM/TB/HIV
guidelines.
(iii) Quarterly supervision meeting for VHTs at sub county level.
(iv) Quarterly supportive supervision for DHMTs to health facilities.
(v) Re-orientation of VHTs and Malaria Parish champions in Malaria SBCC to provide key
preventive malaria messages to their communities.
(vi) VHT and Malaria Parish champion home visits to mobilize communities towards better
preventive measures. This will involve a two day activity per quarter for VHTs and their
coordinators.
3. SBCC activities:
(i) Facilitation of integration of Malaria talking points into all programs of the clergy
including weekly sermons throughout the country at regional level.
(ii) Facilitation of integration of Malaria talking points into all programs of the clergy
including weekly sermons throughout the country. This will at district levels
(iii)Engage schools and institutions in scaling up malaria interventions through drama,
poems, music competitions, art and craft. - organise a science week
(iv) Conduct community dialogues, films, and sports events in various selected stations.
38 | P a g e The AIDS Support Organization (TASO) RFP
APPENDIX V: BUDGET TEMPLATE
PROGRAMMATIC/ ACTIVITY BUDGET
Budget
line
Activity
description Budgeting assumptions
Scheduling of expenditure (State
amount to be spent in each quarter)
Note: As
per
Appendix
III
Note: As per
Appendix III Cost input Unit cost Quantity
Unit of
quantity Freq.
Unit of
frequency
Unit
(other -
*specifi
y)
Unit
of
measu
re Amount Q1 Q2 ……
1(i)
Training of
Private Sector
Health workers
on Integrated
Management of
Malaria
Facilitators
Honorarium 80,000 2 People 5 Days 800,000
Facilitators
transport 20,000 2 People 5 Once 200,000
Participants
transport refund 20,000 20
Participant
s 5 Days 2,000,000
Meals for
participants 10,000 20
Participant
s 5 Days 1,000,000
Airtime for
mobilization 10,000 1 Once 1 Once 10,000
Hall Hire 100,000 1 Hall 5 Days 500,000
Vehicle Hire 150,000 1 Vehicle 5 Days 750,000
Fuel for Hired
vehicle (Petrol) 3,500 15 Liters 1 Once 525,000
Coordinators
perdiems 100,000 1 Person 6 Nights 600,000
Sub-total 6,385,000
1(ii) ………
Sub-total
ADMINISTRATIVE COSTS (10% OF PROGRAM COSTS)
No. Items Unit cost Quantity Frequency Duration LoE No. ……. ….. ………
1.
Sub-total
Grand
total
Please note: Figures inserted in the budget template are for illustrative purposes only.